Robert’s Rules of Order Cheat Sheet for School Group Meetings (PTO, PTA, Booster Clubs)

For many involved in school-based groups like Parent Teacher Organizations (PTO), Associations (PTA), Booster or Extracurricular Clubs, attending meetings can sometimes feel like wading through a sea of either formalities or chaos, depending on the nature of your group.

The Importance of Structure

When it comes to running a successful school group meeting, having a system in place can make all the difference. A well-structured meeting ensures that everyone’s voice is heard, decisions are made fairly, and the group’s goals are achieved. It can also help to level the playing field, ensuring both the quietest and most vocal members have an equal opportunity to participate.

This is where Robert’s Rules of Order come into play. Robert’s Rules provide a framework for conducting meetings efficiently and effectively.

A Brief History of Robert’s Rules

Robert’s Rules of Order were first published in 1876 by Henry Martyn Robert, a U.S. Army officer. The rules were based on his observations of parliamentary procedures in the U.S. Congress. Over the years, the rules have evolved to fit the needs of groups of all types and sizes, including most PTAs.

Key Concepts of Robert’s Rules

• Equality — All members have equal rights, privileges and obligations.
• Recognition — No one can speak until recognized by the chair.
• Focus — Personal remarks during the debate are out of order.
• One at a Time — Only one question can be considered at a time.
• Clarity — Members have the right to know the current topic and have it restated.
• Discussion — Full discussion of every main motion is essential.

Decision Making with Robert’s Rules

• Quorum — A quorum must be present for business to be conducted.
• Majority Decides — Decisions are made by a majority vote, except when basic member rights are involved (or a rule indicates otherwise)
• Vote — A 2/3 vote is required for motions that limit a member’s rights.
• Silence as Consent — If no one objects, silence is considered consent.

Robert’s Rules Cheat Sheet

Feeling clear as mud? Robert’s Rules can seem complex, but once you get the hang of them, you’ll be thankful for the structure they provide—especially if you’ve been to a poorly handled meeting before. Use this handy cheat sheet to decide what to say, whether you can interrupt, if it needs a second, whether you can debate it or amend it, and how many votes are needed.

Elevate Your Board Meetings

Effective and purposeful board meetings go beyond Robert’s Rules. Imagine walking out of your school group meeting feeling energized and accomplished. Every role feels clear in their tasks ahead. Well, we’ve created the guide to school group meetings that will help you achieve this.

What you’ll learn: